ADMINISTRATIVE COORD

Employer
Duke University
Location
Center for Study of Aging

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support, Technology, Multimedia & Audiovisual

Job Details

School of Medicine:

Established in 1930, Duke University School of Medicine is the youngest of the nation’s top medical schools. Ranked tenth among its peers, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where traditional barriers are low, interdisciplinary collaboration is embraced, and great ideas accelerate translation of fundamental scientific discoveries to improve humanhealth locally and around the globe.

Comprised of 2,400 faculty physicians and researchers, the Duke University School of Medicine along with the Duke University School of Nursing and Duke University Health System create Duke Health. Duke Health is a world-class health care network. Founded in 1998 to provide efficient, responsive care, the health system offers a full network of health services and encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Private Diagnostic Clinic, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

Duke Aging Center

ADMINISTRATIVE COORDINATOR

Job Description

The Center for the Study of Aging and Human Development (Duke Aging Center) in Duke University’s School of Medicine is a multi-disciplinary hub that supports research to promote resilience across the lifespan, advance health equity for all older adults, and fight age-related conditions like Alzheimer’s disease.

Occupational Summary

Provides efficient and effective administrative and programmatic support of varying complexity to Aging Center (AC) senior leadership.

Work Performed:

Provide Aging Center Leadership with budgetary recommendations for grant and philanthropy expenditures based on having a strong understanding of program budget and spending guidelines. Monitor and verify expenditures; ensure compliance with University and funding agency policies and procedures; prepare administrative reports for sponsors, philanthropic donors or leadership as needed.

Assist in the preparation of complex Center budgets making recommendations and projections based on knowledge of program activities and departmental operations. Prepare financial and operational reports and analyses reflecting progress, adverse trends and appropriate recommendations or conclusions.

Provide the necessary coordination to help ensure integrated management and execution of grant activities; facilitate ongoing communication and collaboration, including high level travel coordination, complex multi institution meeting planning and sharing of data and resources; and provide editorial and technical assistance with document preparation, including the Center’s annual Progress Reports.

Coordinate and organize internal and external advisory committee meetings, playing an integral role in supporting the execution of large multi institutional events by coordinating services for events including the management of speaker and venue logistics.

Manage RFP, pilot study and REC solicitations and processes, administer educational events, coordinate logistics for curriculum implementation, facilitate scholar communication and interaction, and manage the transfer of biological specimens as needed.

Collaborate with administrative staff at partnering institutions to coordinate and divide labor on jointly hosted events or meetings, taking primary responsibility for overseeing the smooth coordination of events that are hosted by Duke leadership. Oversee junior staff ensuring that labor is dividend equitable and partnership is encouraged.

Facilitate content curation for various AC websites. Assist Communications Director with webpage upkeep and maintenance. Maintain a comprehensive roster of key personnel of all grant cores for effective communication by department leadership.

Independently manage and coordinate activities associated with Aging Center programs or projects taking ownership and accountability for final deliverables while resolving issues and/or alerting leadership and recommending solutions when needed.

Maintain complex databases that track research, grant or budget metrics and produce reports, charts, graphs, spreadsheets as requested. Compile materials from multiple sources into a unified presentation. Maintain confidentiality of information.

Supervise and coordinate Center personnel activities to meet University and department objectives. Supervise and coordinate the work of designated employees reviewing completed work for adherence to instructions or correctness.

Preferred Skills:

The successful candidate will:

    Demonstrate sound problem-solving capabilities. Possess the ability to monitor and assist in the preparation of budget. Possess excellent written and oral communication skills while demonstrating the ability to communicate effectively with internal and external collaborators. Demonstrate the ability to multitask, and excellent time management skills. Demonstrate the ability to proactively plan and prioritize workload to meet deadlines with minimal instruction.Display initiative in supporting the AC leadership team and a willingness to work irregular hours for events when needed (infrequent). Maintain a strong working knowledge of Microsoft Office software and the ability to adapt to new software, digital media, and on-line systems. Showcase a proven ability to work both independently and within a team with excellence, dignity, and respect.Possess the ability to supervise employees and/or students when needed.Ideally have familiarity with Duke systems and processes.

Minimum Qualifications

Education

Work requires a general business background generally equivalent to a bachelor's degree in a business related field.

Experience

Work requires 2 years related business or administrative experience tobecome familiar with general personnel practices,accounting and budgeting principles and coordination of major office activities. A master's degree in a business related field may be substituted for 2 years experience. OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.

Company

Read our Diversity Profile History

Duke University was created in 1924 by James Buchanan Duke as a memorial to his father, Washington Duke. The Dukes, a Durham family that built a worldwide financial empire in the manufacture of tobacco products and developed electricity production in the Carolinas, long had been interested in Trinity College. Trinity traced its roots to 1838 in nearby Randolph County when local Methodist and Quaker communities opened Union Institute. The school, then named Trinity College, moved to Durham in 1892, where Benjamin Newton Duke served as a primary benefactor and link with the Duke family until his death in 1929. In December 1924, the provisions of indenture by Benjamin’s brother, James B. Duke, created the family philanthropic foundation, The Duke Endowment, which provided for the expansion of Trinity College into Duke University.Duke Campus

As a result of the Duke gift, Trinity underwent both physical and academic expansion. The original Durham campus became known as East Campus when it was rebuilt in stately Georgian architecture. West Campus, Gothic in style and dominated by the soaring 210-foot tower of Duke Chapel, opened in 1930. East Campus served as home of the Woman's College of Duke University until 1972, when the men's and women's undergraduate colleges merged. Both men and women undergraduates now enroll in either the Trinity College of Arts & Sciences or the Pratt School of Engineering. In 1995, East Campus became the home for all first-year students.

Duke maintains a historic affiliation with the United Methodist Church.

Home of the Blue Devils, Duke University has about 13,000 undergraduate and graduate students and a world-class faculty helping to expand the frontiers of knowledge. The university has a strong commitment to applying knowledge in service to society, both near its North Carolina campus and around the world.

Mission Statement

Duke Science"James B. Duke's founding Indenture of Duke University directed the members of the University to 'provide real leadership in the educational world' by choosing individuals of 'outstanding character, ability, and vision' to serve as its officers, trustees and faculty; by carefully selecting students of 'character, determination and application;' and by pursuing those areas of teaching and scholarship that would 'most help to develop our resources, increase our wisdom, and promote human happiness.'

“To these ends, the mission of Duke University is to provide a superior liberal education to undergraduate students, attending not only to their intellectual growth but also to their development as adults committed to high ethical standards and full participation as leaders in their communities; to prepare future members of the learned professions for lives of skilled and ethical service by providing excellent graduate and professional education; to advance the frontiers of knowledge and contribute boldly to the international community of scholarship; to promote an intellectual environment built on a commitment to free and open inquiry; to help those who suffer, cure disease, and promote health, through sophisticated medical research and thoughtful patient care; to provide wide ranging educational opportunities, on and beyond our campuses, for traditional students, active professionals and life-long learners using the power of information technologies; and to promote a deep appreciation for the range of human difference and potential, a sense of the obligations and rewards of citizenship, and a commitment to learning, freedom and truth.Duke Meeting

 “By pursuing these objectives with vision and integrity, Duke University seeks to engage the mind, elevate the spirit, and stimulate the best effort of all who are associated with the University; to contribute in diverse ways to the local community, the state, the nation and the world; and to attain and maintain a place of real leadership in all that we do.”

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